Presentation on theme: "Welcome We hope you will enjoy your time here and make the most of the available opportunities to develop your career, meet new people, stretch your creative."— Presentation transcript:
1 welcomeWe hope you will enjoy your time here and make the most of the available opportunities to develop your career, meet new people, stretch your creative thinking and have fun.We work hard and we expect the best of each other, but this is not without support and encouragement, to reach our business goals and make a positive difference to the industry.
2 contents About us ………………………………………….…. 4 Purpose ……………………………………………... 5 Role of commercial creativity………………………. 3About us ………………………………………….…. 4Purpose ……………………………………………... 5Code of Ethics ……………………………………… 6Code of Conduct …………………………………… 9Workplace procedure ……………………………… 12Serious misconduct ………………………………... 15Computer policy ……………………………………. 16Flexible work policy ………………………………… 23Annual leave policy ………………………………… 25Parental leave policy ………………………………. 29Expenses policy ……………………………………. 32Dress policy ………………………………………… 36Business gifts ………………………………………. 37Workplace health & safety ………………………… 39Training policy ……………………………………Diversity policy ……………………………………… 44Bullying & harassment …………………………….. 47Grievance policy ……………………………………. 50Drugs & alcohol policy ……………………………... 53Discipline ……………………………………………. 55A final word …………………………………………. 58
3 commercial creativity Commercial creativity is so much more than advertising. In our digital world, our consumers demand more innovative ways to connect with them, tell them stories and entertain them. We are in the business of making this happen, in many forms, across many channels. We want to partner with our clients to deliver the best. We want every customer, consumer or person who participates with our brands, to experience something creatively different. We believe commercial creativity is at the heart of who we are and everything we do.
5 purposeThis guide is here to help you find your way through the processes and procedures of the organisation. Your individual contract will specify the detail of your role and the expectations in relation to your performance. This will be reviewed as part of regular performance reviews, providing you and your Manager with an opportunity to discuss your achievements. Having read through this document, you are asked to raise any questions or concerns with your Manager, as soon as possible. All team members, no matter what level or tenure, are asked to abide by the spirit of these principles.Working in a team can be challenging, but never dull. Opinions will differ, debate will arise and at the end of it all, you will experience the thrill of achievement. Above all, always respect yourself and your colleagues. Trust yourself, learn along the way and have fun.Great to have you on the team.
6 code of ethicsOur agency is a member of The Communications Council. We abide by the Communications Council Code of Ethics, an industry standard that is an integral part of our agency and our industry’s reputation. We believe the principles set out in the Code are an essential part of creating a respected, happy and productive workplace.
7 ethics at workStand up for what you believe is right. Be open-minded and receptive. If something’s wrong, try to resolve it. Let a well-informed conscience be your guide.Honour all agreements. Agreements are expressions of trust. Honour all promises – written or spoken – to clients, colleagues and suppliers. Respect confidentiality.Don’t break the law. Don’t bend the law. Think beyond legal argument to moral argument – the spirit of the law. Don’t stretch the truth. Don’t look for loopholes.Respect all people. No stereotypes please. Individuals should be understood, not portrayed in a way that could bring disrespect. Use humour, but avoid cheap shots.Strive for excellence in everything you do. Create an open, trusting environment with colleagues, clients and partners. Raise the standards of creativity and professionalism.
8 ethics at workGive clients your best advice, without fear or favour. Act in our members’ best interests. Tell them what they need to know, not what you think they want to hear.Look after your colleagues. Responsibility is a two-way street. Look for the best in one another, acknowledge it, and reward it. Leave room for fun, family and friends.Compete fairly. Be honest in commenting on competitors and our industry. No dirty tricks in new business. No misrepresentation of the capabilities of your business.Think before you act. The best decisions are informed decisions. Think before you act. Will this action connect with your personal sense of what is right or wrong?Be honest. This can be tough. Be honest without being brutal. Be true to yourself. Recognise the trust placed in you, your company and the marketing communications industry, then act accordingly.
9 the officeWorking together requires some effort but the rewards are worthwhile. Having a few policies in place ensures we all know and understand our responsibilities. If we all agree to stick within the boundaries, we make life easier for ourselves and each other.No-one is an island, nor is anyone above participation. By operating in the spirit of these procedures, you’ll hopefully find things run a little more smoothly, leaving you time to get on with the work you enjoy the most.
10 code of conductThis policy outlines the general standards of conduct and behaviour expected of all employees by the AGENCY. These are clear and simple for a reason; to protect you and your colleagues. Failure to fully comply with these standards may be viewed as serious misconduct which could result in disciplinary proceedings.YOUR RESPONSIBILITIESAttendanceYou are expected to arrive at work on time and be ready to start work at your nominated start time, working up until your nominated finished time. In the event that you require time off work, or are unable to attend work on a particular occasion, the Leave and Absence Policy outlines what steps you need to take to accommodate this. As a priority, contact your manager.Professional ConductYou must exercise all proper skill and care in the performance of your duties together with maintaining adequate levels of professional standards in the quality of your work.FlexibilityYou are expected to be flexible to a reasonable extent in relation to your hours of work, and the nature of your duties performed, in order to meet the needs of the AGENCY. This will include some out of hours work and should this exceed your expectations, you should speak to your Manager.
11 ConfidentialityYou are expected to keep confidential, both during your employment and after its termination, any and all information whatsoever relating to the Company, any related entity, and any of its clients and partners other than that which is already in the public domain.Conflict of InterestYou may not be involved, employed or engaged in any activity which may or is likely to create a conflict of interest. In addition to this general obligation, you are expected to seek the Company’s express permission, which shall not be unreasonably refused, before undertaking any additional employment.Health and SafetyYou are expected to fully comply with any health and safety laws applicable to the type and location of your work. You should familiarise yourself with the specific health and safety rules and requirements of the workplace.Personal and Property SearchesThe Company may from time to time in response to a legitimate concern or allegation received, request to search your person, belongings, baggage, locker or vehicle in the presence of a witness. Failure to consent to this request will be viewed as misconduct in and of itself and may result in AGENCY contacting the relevant authorities to conduct the search on its behalf.MediaOnly the CEO and Public Relations Officer are authorised to provide comments to the media. If enquiries are made from by the media, you should not answer their enquiries, but direct all such questions to the CEO or the Public Relations Officer. There may be exceptions to this procedure, previously agreed with individual team members as required.Company PropertyCompany property shall not be used for personal use without the express prior permission of management. You are expected to use appropriate levels of skill and care when using company property and equipment. Any damage to, or loss of Company property which is caused by your carelessness or negligence is viewed as serious misconduct and will result in disciplinary proceedings and may result in the termination of your employment without notice.
12 our workplaceThings will become familiar over time, these following points serve as a reminder as you settle in and make yourself comfortable in your new role. You’ll find these procedures are designed to give everyone guidance and if you’re unsure at any time, always best to just ask.
13 procedure work procedure Office Hours The Company’s office operating hours are 8.30am to 5.30pm.We operate on a 38 hour work week excluding meal breaks. You are expected to be present during your normal hours of work unless otherwise agreed in advance with management. Any overtime must be authorised in advance by management. In the event that you will be late or need to be away from the office for any reason, please notify your manager in accordance with the Attendance Policy.Access to the OfficeUpon the commencement of your employment, you may be issued with various items of access to the premises. All items of access are to be immediately returned upon the termination of your employment for whatever reason.Company PropertyUpon the commencement of your employment, you may be issued with various items of company property to assist you with your duties.You are expected to exercise all due skill and care in using and maintaining all items of company property. All damage or loss to company property is to be brought to the immediate attention of management. Any wilful, reckless or careless loss or damage is viewed as serious misconduct and will result in disciplinary proceedings and may result in the termination of your employment without notice.All items of company property are to be immediately returned upon the termination of your employment for whatever reason.work procedure
14 work procedure Meal Breaks Depending upon the duration of your working day, you are entitled to a daily unpaid meal break (of up to one hour) which may need to be taken at agreed times, or as otherwise advised by management, in order to suit the needs of the business.If you need to be absent from the workplace for more than standard meal break, approval from your manager should be obtained prior to this being taken.CleanlinessYou are responsible for keeping your immediate work area and wider office neat and tidy. In relation to the provided facilities, it is your responsibility to clean up after yourself.Frequency of PayThe frequency, manner and date of payment of all wage and salary entitlements are outlined within your Contract of Employment, however, wages will be paid on or about the 15th of each month by direct credit transfer being two weeks in arrears and two in advance. work procedure
15 serious misconductAlthough this section is unlikely to be relevant during your time with the agency, it is important for you to understand the conditions that are considered serious misconduct. The following list of behaviours will result in disciplinary proceedings and may result in the termination of your employment without notice. This list is not exhaustive, but will include:wilful or deliberate behaviour which is inconsistent with the continuation of the contract of employment;conduct which causes a serious and imminent risk to a person’s health and safety;conduct which causes a serious and imminent risk to the reputation, viability or profitability of the Company;theft;fraud;assault;acts of violence or aggression;being intoxicated at work or while undertaking your duties;serious dishonesty;being in the possession, or under the effects, of illegal drugs or substances;failure to carry out a lawful direction of the Company;falsification of Company documentation;unauthorised absence from the workplace;sleeping during working hours;bullying, harassment, victimisation or discrimination;wilful or negligent damage to property;serious insubordination;serious or gross negligence;bringing the Company into disrepute; andbreaches of confidentiality including unauthorised accessing/copying of information.
16 computers & internetYou will spend a large part of your time here working on your computer, accessing data and surfing the internet. This comes with significant responsibility for everything you do on your computer and for the equipment you will come to know and love as your own. Use it wisely and with consideration for others who may share this equipment. Computers run a close second to people as the engine room of this business, so it’s important you know what the expectations are in using this equipment The AGENCYwill provide various information technology systems, including internet, , and mobile devices, that are provided to facilitate business usage and are subject to the terms and conditions of this policy.
17 computers & internet YOUR ENTITLEMENTS The AGENCY recognises that its Systems are an essential tool of doing business in today’s technological age. You are encouraged to make full use of the Systems in an appropriate and business-like manner in order to perform your duties.You are permitted to use the Systems for personal use to a limited and reasonable extent. Any such personal usage should be limited to designated breaks or after work and under no circumstances should any data or information which is personal in nature be stored upon the Systems.YOUR RESPONSIBILITIESAs a minimum, you are required to act within the laws of the relevant state and federal government, and those requirements should be read in conjunction with this policy. The inappropriate use of the Systems can lead to damage or failure of those Systems, circulation of offensive material, breaches of confidentiality, financial loss, lost productivity and public damage to the Company’s image or reputation.Upon this basis, your specific responsibilities and obligations, in conjunction with the terms and conditions of this policy include:Web PublishingYou are not permitted to establish new internet web pages which in any way deal with the Company and its affairs, or make modifications to existing web pages, without the prior approval of management.This approval is required to ensure that all posted material is consistent and professional in its appearance, aligned with business goals, and is protected by adequate security measures.Intellectual Property RightsThe Company requires strict adherence to any software vendor’s license agreements. Any use of the Systems in a manner that is inconsistent with a software vendor's license is strictly forbidden. Similarly, the reproduction, forwarding or redistributing words, graphics, or other materials must be done only with the permission of the author/owner. Users should assume that all materials on the internet are subject to copyright unless a specific notice states otherwise.computers & internet
18 computers & internet Privacy When using the Systems you should consider that your communications are not automatically protected from viewing by third parties. Unless encryption is used, you should consider that this is a possibility before sending information over the internet, particularly if it could be considered to be confidential or private in nature.Competing InterestsThe Systems are not to be used for charitable endeavours, private business activities, or amusement/entertainment purposes without the prior approval of management, subject to your entitlements above.User Passwords and AccountabilityTo prevent unauthorised parties from obtaining access to the Systems, you must choose passwords which are difficult to guess (for example, not a dictionary word, not a personal detail, and not a reflection of work activities). Your individual password should never be shared or revealed to anyone else unless authorised by management. Such actions have the potential to threaten the integrity of the Systems and will result in you being held personally responsible for actions the other party takes with the password. If you need to share an account or password for whatever reason, it must be authorised in advance by management. Where a need to share data exists, steps should be taken wherever possible to utilise message forwarding facilities, public directories on local area network servers, and other authorised information-sharing mechanisms rather than sharing an account or password.Contents of MessagesWhen using the Systems, you must at all times do so in a professional manner. In particular, you must not use profanity, obscenities, or derogatory remarks in electronic communications, nor should it include any confidential or sensitive information relating to another employee, customers, clients, competitors, or the affairs of the business.All use of the Systems should be made in consideration of the fact that it may create legal liability, especially since s could be legally discovered and used against the Company. Special caution is warranted because back-up and archival copies of electronic information may actually be more permanent and more readily accessed than traditional paper communications.computers & internet
19 computers & internet Harassing or Offensive Materials The transmission or storage of sexual, offensive or racist material is strictly prohibited. Users are encouraged to respond directly to the originator if any such communication is received and instruct that they stop sending such material. If the originator does not promptly stop such communications you must immediately report the matter to management for further action.Under no circumstances should any employee originate or re-distribute such material which is viewed as serious misconduct in and of itself. Such conduct will result in disciplinary proceedings and may result in the termination of your employment without notice. The Company retains the right to remove from its Systems any material which it views as offensive or inappropriate.Social Networking and BlogsWith the rise of new media, the ways you can communicate are continually evolving. While this creates new opportunities, it also creates new responsibilities. This policy applies to all employees and contractors who use the following social media:Social Networking sites (e.g.: Facebook, MySpace, LinkedIn, Bebo, and others)Micro-blogging sites (e.g.: Twitter)Video & photo sharing sites (e.g.: Flickr, YouTube)Blogs – including company blogs, personal blogs, and blogs hosted by the mediaForums & discussion boards such as Whirlpool, Yahoo! Groups or Google groupsOnline encyclopaedias such as WikipediaRemember, anything you post is accessible to anyone with a browser and is there forever. Our first and foremost rule is, "Think Before You Post".Under this policy, you agree that the Company shall not be liable, under any circumstances, for any errors, omissions, loss or damages claimed or incurred due to any of your social media postings. Please be aware that violation of this policy may result in disciplinary action up to and including termination. You can disclose anything already in the public domain – which means that if you've read it in in a press release, you can talk about it. Everything you talk about must be truthful, accurate and able to be substantiated. Please see the Communications Council Social Media Code of Conduct.computers & internet
20 Generally common sense and The Communications Council Social Media Code of Conduct is your best guide, but here are a few specifics.You can't disclose:Non-public financial information.Non-public technical information.Personal information about individuals.Confidential information of our clients.Work related legal proceedings or controversies.You can't use:Our trademark or copyrighted logos in your post unless authorised to do so.Other's materials without their express permission.Other bits you can't do:You should not circulate postings you know are written by other staff members without informing the recipient that the author of the posting is another staff member.Suggest or imply you are speaking on behalf of the Company unless you are authorised to do so.It's Not Just What You Say … It's How You Say ItUsing social media and , it is very easy to put people off side as they miss the face to face social cues. That's why how you say what you are going to say is so important.computers & internet
22 computers & internet PROCEDURE You acknowledge and agree to adhere to the following procedures as they relate to the use of the Systems:Surveillance and Privacy WaiverThe Company considers any and all data created, stored or transmitted upon the Systems as work product and, as such, expressly reserves the right to monitor and review any data upon the System, including your usage and history, on an intermittent basis without notice.In addition to this, the Company has the right to protect its business interests and confidentiality. This includes the right to survey, audit and/or monitor its Systems, including but not limited to:monitoring sites users visit on the internet;monitoring time spent on the internet;reviewing material downloaded or uploaded; andreviewing s sent and received.Information reports will be available to the Company which can subsequently be used for matters such as system performance and availability, capacity planning, cost re-distribution and the identification of areas for personal development.Policy BreachesWithout limiting the Company’s rights and/or remedies under law and/or contract, if you are found to have been involved in activities which breach this policy you may be subject to disciplinary action which may result in your access to the Systems being revoked.For serious or repeated breaches your employment may be terminated without notice. The matter may also be referred to the police for investigation and/or civil proceedings may be initiated, if considered appropriate.computers & internet
23 flexible work policyFrom time to time you may need to take time away from work or to rearrange your regular work patterns to accommodate life’s unending changes. Whatever your reasons, you should use this policy as a guide for making an application remembering that whilst it’s not guaranteed, wherever possible, the AGENCY will do its best to meet your needs.
24 flexible work YOUR ENTITLEMENTS If you have a child under school age or a child under 18 who has a disability, you can request flexible working arrangements.For all other employees, the AGENCY will consider requests made for flexible work arrangements on a case by case basis taking into account its operational requirements including, but not limited to, such matters as hours of operation, number of staff and client needs.Flexible work arrangements may include part-time work, job sharing, leave without pay, career break, part-year employment, variable-year employment, working from home, varying flexible hour’s arrangements and short term absences for family responsibilities.YOUR RESPONSIBILITIESYou should be flexible in your approach to work any requests made by the Company regarding working arrangements.Any applications for flexible working arrangement must be made in accordance with the process below in order to be considered by the Company.PROCEDUREWhen seeking flexible working arrangements you should do so in writing.The request should fully outline the following details:the proposed change(s) to your current working arrangements;the reasons for the change(s);the date of commencement of the proposed change(s);the intended period of time that the arrangement(s) will be in place; andany other information which is considered relevant.flexible work
25 annual leave Work, rest and play, as they say! Annual leave is an important part of maintaining a healthy balance. We know you’ll love working here but it’s essential you take time out every so often to re-charge your batteries. And unless you’re a picture of perfect health 24/7, it is likely you will need to take a few days throughout the year to rest and recuperate through illness.This policy provides guidance on all types of leave entitlements and absences from work, except parental leave, the process of applying for leave and the notification of absences.Work, rest and play, as they say!
26 annual leave YOUR ENTITLEMENTS Annual Leave Full-time employees are entitled to four weeks’ paid annual leave for each year of continuous service. Part-time and fixed-term employees are entitled to this entitlement upon a pro-rata basis.Annual leave accrues, and will be credited to you, progressively throughout the year.If your employment is not subject to an award or agreement, you may only cash out leave with the express approval of the Company and where any such agreement will not result in your annual leave accrual falling below four weeks.Personal/Carer’s LeaveFull-time employees are entitled to 10 days of paid personal leave for each year of continuous service. Part-time and fixed-term employees are entitled to this e entitlement upon a pro-rata basis.Personal leave accrues, and will be credited to you, progressively throughout the year.You are entitled to take personal leave:because you are not fit for work due to a personal illness or personal injury affecting you; orto provide care or support to a member of your immediate family, or a member of your household who requires your care and support because of:a sudden or unexpected personal illness or injury affecting the member; or a sudden or unexpected emergency affecting the member.Unpaid Carer’s LeaveIf your entitlement to personal leave is exhausted, you may take 2 days’ unpaid carer’s leave for each occasion when a member of your immediate family or a member of your household requires your care and support because of:a sudden or unexpected personal illness or personal injury affecting the member; or=a sudden or unexpected emergency affecting the member.annual leave
27 annual leave Compassionate Leave Full-time and part-time employees are entitled to 2 days’ paid compassionate leave for each occasion when a member of your immediate family or a member of your household:contracts/develops personal illness that poses a serious threat to their life; or sustains personal injury that poses a serious threat to their life; or dies.Community Service LeaveYou are entitled to community service leave in certain circumstances. Community service leave is for eligible community service activities such as SES, jury service and volunteer fire fighting. Other than for the first two weeks of jury service leave, where the Company will top up the pay of a permanent employee, community service leave is unpaid.Long Service LeaveYou are entitled to long service leave in accordance with the relevant laws of the state in which you are employed. Long service leave should be taken as soon as reasonably practicable after you become entitled to it.YOUR RESPONSIBILITIES All leave, with the exception of community service leave and personal/carer’s and compassionate leave, must be applied for at least four weeks in advance. If you are seeking a period of extended leave (four weeks or more), you may need to give more than four weeks’ notice to enable the Company to plan for your absence. In the case of unexpected absences, you must advise management as soon as reasonably possible, as set out in procedure below.Where evidence is required to validate your leave, e.g. a medical certificate for personal leave, you must produce this evidence as soon as reasonably practicable after the leave is sought. Any delay in producing the evidence sought may delay the payment of leave.Where you are absent on personal/carer’s, worker’s compensation or unpaid leave for an extended period of time, you must ensure that you keep in touch with the Company and advise of any changes in your health or personal circumstances. During this time, the Company may require you to attend meetings on reasonable notice.annual leave
28 annual leave PROCEDURE Annual Leave, Long Service Leave, Unpaid Leave You should apply for annual leave and long service leave using a leave application form and provide it to your manager for approval at least four weeks prior to the date you intend to commence leave. The Company reserves the right to refuse any leave request owing to the needs of the business. If you do not have enough leave accrued to cover the period requested, unpaid leave may be granted at the sole discretion of management. Please note that the Company may close down between Christmas and New Year. You will be notified in advance if this is the case and the appropriate leave will be deducted from your annual leave entitlement. If you have insufficient annual leave accrued, this period of leave will be unpaid.You may also be required to take annual leave if you have more than 40 days’ leave accrued. Any agreements to cash out leave must be in writing.Personal/Carer’s, Compassionate and Community Service Leave & LatenessYou are required to contact management (or such other persons nominated by the Company from time to time) as soon as practicable by telephone and advise of your inability to attend work and the likely length of your absence. Notification by text message or is strictly prohibited except in extraordinary circumstances or agreed prior. If your absence is due to personal illness or injury or as carer’s leave, the Company is entitled to require sufficient evidence to support your personal/carer’s leave for each and every absence. In particular, a medical certificate or statutory declaration is required if you:take two (2) or more days leave in a row; ortake a day on either side of a weekend or public holiday.The Company may also request that you provide sufficient evidence for these purposes where it considers you have taken excessive personal leave or patterns of leave. If you fail to provide a medical certificate or statutory declaration in accordance with the above, you will not be paid for your absence and may be subject to disciplinary action. The Company may require you to:provide consent for the Company to talk to your medical practitioner and obtain a report concerning your illness or injury; orbe examined by a medical practitioner nominated by the Company in respect of your illness or injury who will provide a report to the Company.You should apply for leave using the appropriate leave request form and provide it to management for approval at the earliest opportunity.annual leave
29 parental leave policyIf you have the happy fortune of becoming a parent whilst working here, we’ll do everything we can to meet your needs, whilst ensuring you can continue to meet your business goals both prior to and following your parental leave. You are encouraged to take full advantage of your available parental leave, making sure you put in place the necessary adjustments to meet the demands of this important and exciting life change! This policy sets out your entitlement to unpaid parental leave and the process to be followed in relation to applications for paid and unpaid parental leave.
30 parental leave YOUR ENTITLEMENTS Unpaid parental leave is available to eligible employees in connection with the birth of a child, or the adoption of a child under the age of 16.Under the National Employment Standards (the NES), employees who will have at least 12 months of continuous service as at the expected date of birth of the child, are entitled to 52 weeks of unpaid parental leave. Casuals with regular on-going work are also entitled to unpaid parental leave. You may request an additional 52 weeks of leave which will only be refused by the Company on reasonable business grounds.Leave is available only to the primary caregiver of the child, except at the birth of the child where the other parent is entitled to 3 weeks of concurrent unpaid leave. Any other parental leave taken by the other parent will come out of the 52 weeks. Leave may commence up to 6 weeks prior to the expected date of birth of the child and no later than the actual date of birth. Other forms of leave, such as annual leave and long service leave, may be taken concurrently with parental leave, but when combined with the unpaid parental leave must not exceed the 52 week period.The Company will make all reasonable adjustments during pregnancy to assist you in the performance of your work. You are requested to raise any specific concerns which you may have in relation to the impact of the working environment, or the performance of your duties, with management.The Company will not discriminate against you or act detrimentally toward you in your employment because you are pregnant.YOUR RESPONSIBILITIESYou must give the Company at least 10 weeks prior notice of your intention to take unpaid parental leave. This can be done using the standard leave form.When advising of your intention to take unpaid parental leave you may be required to provide the following:a medical certificate indicating the expected date of birth of the child, or, where the leave is adoption related, the expected date of placement;an expected return date; anddetails of any parental leave your partner intends to take.The period of unpaid parental leave can be altered only through mutual agreement with the Company up to four weeks prior to the indicated return date.parental leave
31 parental leave YOUR RESPONSIBILITIES (cont’d) Any requests for an additional 52 weeks of unpaid parental leave must be made at least four weeks prior to the expiry of the original period of the unpaid parental leave. Any such request must specify:the period of parental leave you have so far taken; andany period of unpaid parental leave taken by the other parent.All applications for federally funded paid parental leave should be made through the Family Assistance Office or any other nominated Government Department and not through the Company.Employees may obtain further information regarding paid parental leave by contacting the Family Assistance Office onUpon return to work after a period of unpaid parental leave, you may wish to request different or more flexible working arrangements in order to care for your child. If so, please refer to the Flexible Working Policy within this handbook for further guidance upon the process.parental leave
32 expense policyDuring the course of your work you will be required to make expense claims. Don’t over burden yourself with expenses where it can be avoided, always check first if an expense can be paid for via the company credit card or direct deposit. As this will not always be possible, please make sure you keep a track of your expenses and submit them quickly for prompt payment This policy provides guidance in relation to claiming work related expenses.
33 expenses YOUR ENTITLEMENTS Where expenses are incurred by you in the course of your duties, you are entitled to have these expenses reimbursed in accordance with this policy.Where you are required to travel as part of your duties, you are also entitled to claim related expenses including travel, accommodation and meals that relate to such travel in accordance with this policy.YOUR RESPONSIBILITIESYou are required to ensure that any work related expenses incurred are reasonable in the circumstances.You are required to obtain a tax invoice/receipt for all expenses incurred, with copies provided to management as set out below.You are responsible for ensuring that all expenses claimed by you are reasonable and legitimate. Any attempt to falsify expenses, or otherwise claim expenses that are not work-related, is viewed as serious misconduct which will result in disciplinary proceedings and may result in the termination of yourPROCEDUREWork related expenses will only be reimbursed where the procedure set out below is followed.When seeking reimbursement for work related expenses, you are required to complete an expense form and submit this to management for approval along with a copy of invoices/receipts on the last working day of each month.Once approved, reimbursement for expenses will be deposited directly into your nominated bank account on or before the 14th day of the following month.Petty CashWhere your incur expenses that are of a nominal value you may be reimbursed through petty cash. In order to seek reimbursement via petty cash, you will need to provide a description of the expense and a receipt to management or as otherwise directed.All other expenses must be claimed in accordance with the below.expenses
34 expenses PROCEDURE (cont’d) Expenses Form When seeking reimbursement for work related expenses you are required to complete an expense form, and submit this to management for approval with subsequent sign off by the CEO. All relevant invoices/receipts are to be attached to the expenses form. Once approved, reimbursement for expenses incurred will be deposited directly into your nominated bank account.Credit CardsYou may be issued with a company credit card which is strictly provided for legitimate business purposes. You are responsible for ensuring the security of the credit card and any expenses incurred on the credit card which are not work-related may be deducted from your pay. At the end of each month, you must submit an expense form attaching receipts/invoices for all costs incurred in that month on the Company credit card.Any unauthorised or illegitimate usage of a Company credit card is viewed as serious misconduct and will result in disciplinary proceedings which may result in the termination of your employment without notice.Parking, Road Tolls, Taxi and Bus FaresParking, road tolls, taxi and bus fares will be reimbursed through the standard expense claim process conditional upon the production of supporting receipts.Use of Private VehicleIf you are required to use your private vehicle for work, you are entitled to be reimbursed for kms travelled, using rates set out by the Australian Tax Office.expenses
35 expenses PROCEDURE (cont’d) Travel If you are required to travel on behalf of the Company, you will be reimbursed accordingly after you have incurred the relevant expenditure. You need to keep receipts to substantiate your claim. All interstate travel is to be approved by the CEO in advance and should be included in the department’s budget.We adopt a lowest price policy where our transport costs are booked at the cheapest available price. Accommodation should be signed off by Accounts prior to booking. The travel agent we recommend is James & Wye Travel Associates Phone Alternatively when using an online service, please obtain an authority to use the company credit card. If a personal credit card has been used, please complete an expense claim form and attach the receipt.TaxisFor all work related travel, Managers are allocated a cabcharge card. All receipts must have a code or event written on the docket so that the charge can be allocated to the correct expense account. For other staff members e-tickets are held with the accountant and given out upon request. A receipt must be obtained and coded then placed in the taxi docket box located on the Accountant’s desk. Where possible please walk, use the train or bus within the city limits to keep costs at a minimum. The cost of your train/bus can be reimbursed through petty cash when under $20.Circumstances in which an expense claim may be refusedThe reimbursement of any expenses incurred may be refused in certain circumstances, including:where no invoice/receipt is provided;where expenses incurred are considered by the Company to be unreasonable, unnecessary or excessive;where expenses are incurred without the prior authorisation of management where specifically required; andfailure to follow this procedure for claiming expenses.expenses
36 dress policyThe AGENCY adopts a practice of ‘business appropriate attire’. Essentially, this means it is up to you to determine the level of formality required, depending upon a variety of factors including your role, schedule and client expectations.YOUR RESPONSIBILITIESMaintaining a professional and neat appearance while you are at work is important, not just for yourself but for the benefit of the whole team. Each time you meet a client or industry partner, you represent yourself, your colleagues and the organisation. Working in a creative industry has many benefits, not least of all, a more relaxed approach to business wear than many other industries. Business casual attire is appropriate most of the time. On occasion you will attend formal meetings and events, and in these cases, a business professional standard is recommended.If you’re unsure about what is appropriate, ask your manager or check with your colleagues. As a guide, here are a few items we would recommend you leave at home. You might choose to wear these items to and from work for comfort, just remember to swap out when you settle in at work.thongs / flip flops (it’s a safety thing).midriff topstrack pants, hiking gear, cargo pants;gym gear;ripped or dirty clothesIt’s simple - in the unlikely event you make a habit of breaching these guidelines, you will be asked to comply. If you’re not happy with this, you’re encouraged to discuss this with your manager before it becomes a problem. Take responsibility for how you represent yourself and the organisation, it’s only fair.
37 business giftsYou may be lucky enough to receive occasional gifts from clients, suppliers or business partners. This is usually in recognition of your hard work and you should be proud of your achievements. You may also like to offer a gift to clients or contacts for their support, as appropriate.This policy provides guidance in relation to circumstances where business gifts and entertainment (Gifts) may be either offered to, or accepted from, business contacts and clients.
38 business gifts YOUR ENTITLEMENTS The Company permits the acceptance of Gifts conditional upon it being in association with your role and in no way provided with the intention or prospect of affecting a business decision.YOUR RESPONSIBILITIESGifts may only be offered to others with the prior approval of management and conditional upon it not being provided with the intention or prospect of affecting a business decision of the recipient.You should ensure that you comply with the following general obligations when offering, or being the recipient of, Gifts:all Gifts and entertainment should fully comply with the laws and regulations of the relevant state and federal governments;the provision or acceptance of such Gifts should not give rise to, or the perception of, a conflict of interest;no Gifts whatsoever should be offered or provided to a government official or employee;any Gift should be consistent with industry standards and should not be viewed as excessive or lavish;Gifts of cash should not be made or received under any circumstances;Gifts of hospitality or entertainment should not be provided or accepted where a representative of the Company is not present;Apart from existing promotional items, all proposed Gifts should be pre-approved by management before being made.In the event that you are unsure of the appropriateness of a particular Gift you should speak to your Manager for further guidance.business gifts
39 workplace health & safety The health and safety of all employees, contractors and visitors are the highest priority and cannot be compromised. To deliver on our commitment we will endeavour to:1. communicate our workplace health and safety policies and procedures to all employees and all others where appropriate to ensure they are aware of their obligations; 2. comply with all applicable health and safety laws, regulations and statutory obligations; 3. seek to achieve the personal commitment of all employees, subcontractors, suppliers and consultants to healthy and safe work practices; 4. provide health and safety risk management systems and procedures that are relevant to the nature and scale of work undertaken; 5. set measurable targets and seek to continually improve our health and safety performance; and 6. periodically review our health and safety policies and procedures to maintain their relevance.
40 workplace health & safety YOUR ENTITLEMENTSYou are entitled to a safe workplace.You will not be victimised or otherwise disadvantaged for raising genuine occupational health and safety issues.YOUR RESPONSIBILITIESAll employees must:comply with any and all state and federal occupational health and safety laws;not engage in behaviour that places other employees or customers at risk or places the company at risk of breaching its occupational health and safety duties; andreport any unsafe behaviour immediately to management.PROCEDUREIf you have any concerns about safety in the workplace you should raise them directly with management without delay.If you are injured in the course of your work you must, as soon as reasonably practicable, report the incident directly to management. Any resulting worker’s compensation claim must be made as soon as you become aware of the injury.workplace health & safety
41 trainingAGENCY values the work you do and recognises that you play a crucial role in the success of the organisation. Learning and development are fundamental values of the organisation and we believe, they are critical to your career development and business growth.We are committed to providing you with training to increase your skill set and abilities in your current role and, wherever possible, to assist in your career development.
42 training YOUR ENTITLEMENTS You are entitled and encouraged to participate in training in accordance with this policy.YOUR RESPONSIBILITIESYou are required to participate in internal and external training as directed by your Manager.When participating in training, you must ensure you meet all requirements of the training.You must provide AGENCY with evidence of your satisfactory completion of training, e.g. certificates, awards etc.PROCEDUREInternal TrainingThere are two forms of internal training: formal and informal.AGENCY may, from time to time, provide formal internal training in the workplace. You may be required to participate in this training. You may also request to participate in such training if you feel this is directly relevant to your current role within the Company or would benefit your career progression within the Company.In addition, AGENCY encourages you to engage in informal training on an ongoing basis. This may involve both participating in, and leading, informal training with your colleagues.If there are any areas in which you feel formal or informal training is required in order to complete your role, you are encouraged to raise this with management.training
43 training PROCEDURE External Training AGENCY may, from time to time, require you to participate in external training. Where this training is conducted outside of your normal work hours, you may be granted time off in lieu equivalent to the length of the course at the sole discretion of management and only where this is authorised in advance.Alternatively, after 12 months’ employment with AGENCY, you may request any of the following to facilitate your attendance at any external training that is directly relevant to your role with the agency:unpaid study leave;paid study leave;reimbursement of course costs; orflexible work patterns for the duration of the course.Whether such requests are granted will depend entirely on the operational needs of the agency and the relevance of the proposed training to your current/ future roles with the agency.AGENCY retains final discretion to approve such requests and to impose any such conditions on approval as it may see fit in the circumstances. This may include:conditions on reimbursement, e.g. reimbursement of course costs subject to passing course and provision of evidence relating to this;requirement to enter into a written agreement to repay course costs if you leave the Company within a specified period after training; andrequirement that the training is directly linked to a skills gap that has been identified in your team/department.training
44 equal opportunity & diversity AGENCY is an equal opportunity employer and aims to provide a workplace that is free from discrimination on the grounds of protected characteristics, including: race, colour, sex, sexual preference, age, physical or mental disability, marital status, family or carer’s responsibilities, pregnancy, religion, political opinion, national extraction or social origin, in addition to any other characteristics protected by state or federal legislation.
45 equal opportunity YOUR ENTITLEMENTS You are entitled to a workplace that is safe and free from discrimination of any kind.You are entitled to have all aspects of your work assessed based on merit and access workplace opportunities in accordance with your performance.Where you believe you have been discriminated against, we urge you to raise this informally at first, with management who will pursue this matter further. However, if you feel unable, or believe that it is inappropriate to raise the matter informally with management, you can address the matter formally in accordance with the Grievance Policy as contained in this handbook.AGENCY will take all reasonable steps to ensure that fair, non-discriminatory decisions are made in respect to workplace opportunities and benefits, including:training and development opportunities;promotional opportunities;work allocation, shifts, rosters, hours of work and overtime;salary levels and packages;leave arrangements (of all types);pregnancy arrangements and maternity and parental leave; andperformance assessment.To ensure this occurs at all levels, management is responsible for ensuring that:all employees and participants in the workplace understand this policy, and act in a manner which is consistent with this policy and the Code of Conduct; andfair and non-discriminatory decisions are made at all times, including when recruiting or promoting employees.Where the conduct of an employee or participant in the workplace is inconsistent with this policy, appropriate action will be taken by the Company.equal opportunity
46 YOUR RESPONSIBILITIES Direct discrimination occurs where one person is treated less favourably than another because of a discriminatory characteristic. Indirect discrimination occurs where an unreasonable requirement, rule or policy unfairly disadvantages a person or group with a discriminatory characteristic. AGENCY does not tolerate discrimination in the workplace and will take all reasonable steps to ensure that employees, contractors, clients, customers and others in the workplace are treated fairly and without regard to discriminatory characteristics. AGENCY is likewise committed to ensuring that all employees and prospective employees have equal employment opportunities and are encouraged to make full use of their particular skills and abilities. You are responsible for ensuring your own behaviour does not discriminate against others, either directly or indirectly. It is your responsibility to respect the rights of others and never get involved in or encourage discrimination of any kind. PROCEDURE Where you witness behaviour that you believe amounts to discrimination, or otherwise believe on reasonable grounds that discrimination is occurring in the workplace, you are required to report this directly to management as soon as possible. Any such report which will be treated in the strictest of confidence. However, any report which is misleading or vexatious will be viewed as serious misconduct in and of itself which will result in disciplinary proceedings and may result in the termination of your employment without notice.equal opportunity
47 bullying & harassmentIt goes without saying, but we’ll say it anyway: we do not tolerate bullying and harassment of any kind and we would expect that you feel the same. The success of our business relies on the strength of a team that supports one another, encouraging each of us to make the most of every opportunity.There is simply no room for any kind of bullying.This policy outlines your responsibilities as part of this team, including what to do if you experience harassment.AGENCY:does not tolerate bullying and harassment in the workplace in any form or degree;is committed to providing a positive working environment free from intimidation, threats, ridicule, bullying, harassment, and physical violence;views any such acts as serious misconduct which will result in disciplinary proceedings and may result in the termination of your employment without notice.
48 bullying & harassment YOUR ENTITLEMENTS You are entitled to a workplace that is safe, and free from bullying and harassment. Where you believe that you have been bullied or harassed, you are urged to raise this informally at first instance with management who will pursue the matter further.However, if you believe that it is inappropriate in the circumstances to raise the matter informally with management, you can address the matter formally in accordance with the Grievance Policy, as detailed below.YOUR RESPONSIBILITIESAll employees have a responsibility to make sure the workplace is free from bullying and harassment, and must take all reasonable steps to prevent bullying and harassment from occurring.You are responsible for ensuring that your own behaviour does not directly or indirectly bully, harass, intimidate or ridicule others.You also have a responsibility in assisting the agency achieve a workplace which is free from bullying and harassment. In particular:BullyingBullying is repeated, unwanted or unreasonable behaviour that is directed towards another employee, or a group of employees, which has the effect of victimising, humiliating, undermining or threatening the individual. Examples of behaviour that may be considered bullying include:verbal abuse or threats;unwelcome remarks, gestures, jokes, banter, teasing, innuendos, name-calling or taunting about a person’s body, appearance, clothes, marital status, ethnic origin, sexual preference etc;smutty or inappropriate jokes or comments which cause awkwardness or embarrassment;allocation of demeaning work not normally associated with an employee’s position; andignoring someone, not sharing information with them, or being particularly cold with them, for example, isolating an employee.bullying & harassment
49 bullying & harassment YOUR RESPONSIBILITIES (cont’d) Harassment Harassment is unsolicited, unwelcome, intimidating or belittling behaviour that would make a reasonable person feel unwelcome, humiliated or distressed and is either:sexual; ortargeted on the basis of the individual’s race, sex, pregnancy, marital status, carers’ responsibilities, transgender status, sexual orientation, disability or age.Examples of harassment include:intrusive questions about sexual activity;sending racist material to a person; andposting racist, sexually explicit, homophobic or sexist material up in the workplace.PROCEDUREWhere you witness behaviour that you believe amounts to bullying or harassment, or otherwise believe on reasonable grounds that bullying or harassment is occurring in the workplace, you are required to report this directly to management as soon as possible.Any such report which will be treated in the strictest of confidence. However, making a report which is misleading or vexatious is viewed as serious misconduct in and of itself which will result in disciplinary proceedings and may result in the termination of your employment without notice.bullying & harassment
50 grievanceYou have the right to work in an office where you feel comfortable, respected and included. Leaving aside the occasional and relatively minor disagreements which may occur as part of working in a busy team, you may find yourself in a situation that requires further serious consideration. You should feel confident in addressing these issues with your Manager or another authority to find a timely and suitable resolution. This policy provides you with a procedure in which to raise grievances, including those about harassment or discrimination, with a view to resolving those issues.A grievance is a serious concern or dispute in relation to work, or matters arising within the workplace which cannot be simply resolved by management and will be dealt with in accordance with this policy.AGENCY expressly reserves the right to deal with any complaints as it sees fit on a case by case basis. AGENCY may also, at its sole discretion, decide that a matter raised by an employee is more properly categorised as a complaint and deal with it as such.
51 grievance YOUR ENTITLEMENTS Where you have a grievance, you are entitled to have this matter addressed in accordance with the procedure set out below. There are two ways in which you may try to resolve your grievance:through an informal resolution procedure, aimed at trying to resolve the grievance rather than proving whether or not the conduct complained of occurred; orthrough a formal resolution procedure, aimed at determining whether the matter complained of did in fact occur and taking appropriate action.Although the Company encourages you to attempt to resolve any grievances informally at first instance, it is recognised that this may not always be possible or appropriate in the circumstances. You may elect at any time to commence the formal resolution process outlined below.YOUR RESPONSIBILITIESWhere you have a grievance that you would like to raise, you are required to do so promptly and in accordance with procedure outlined below. You are required to maintain confidentiality, disclosing details of the grievance only to those directly involved in the complaint or grievance and its resolution.Further, you are required to cooperate with any management investigation into your grievance and attend meetings as directed by the Company.PROCEDUREInformal Resolution ProcedureIf you can, and you feel comfortable doing so, try to resolve your grievance yourself with the person or people involved by approaching them directly. You are encouraged to talk with management if at any time you are not sure how to handle the problem yourself or you just want to talk confidentially for further information and guidance.You can also ask your manager to informally approach the person complained of. This will involve a supervisor or manager confidentially discussing the matter, reminding the particular employee about our workplace policies and instructing them not to repeat the behaviour again.grievance
52 grievance PROCEDURE (cont’d) Please note that this will not involve any investigation into the complaint as such action is aimed at resolving the grievance quickly and efficiently. If you would like an investigation conducted you will need to proceed to the formal resolution procedure.Formal Resolution ProcedureIf you would like to lodge a formal grievance that will be investigated, you will need to submit to management the details of your grievance in writing, along with any evidence you may have in respect of your grievance.If your grievance is against your manager, or you are uncomfortable lodging this with your manager, you should submit this to another more senior manager. Management will then convene a meeting with you to obtain further details relating to your grievance, including the nature and full particulars of the grievance. After this meeting, the Company will investigate your grievance as appropriate. All the facts available will be considered prior to making a decision upon your grievance. The Company will make all reasonable efforts to deal with formal grievances in a fair and consistent manner.You will be advised in writing once a decision has been made upon your grievance. All decisions will be final.Any grievances which are considered as vexatious are viewed by the Company as serious misconduct in and of itself and will result in disciplinary proceedings and may result in the termination of your employment without notice.grievance
53 drugs & alcoholRest assured, we’re here to have fun too, so this is not a way of imposing control on your personal habits! It’s just part of being responsible, recognising that drugs and alcohol can sometimes lead to dangerous situations. The underlying issue is that the use of drugs or alcohol can jeopardise a safe work environment. AGENCY recognises its responsibility under health and safety legislation to provide a safe work environment for all employees, contractors and visitors and as such prohibits drugs within the workplace. Alcohol may be consumed in the office as part of an organised event or team meeting, approved by Management. Drug and Alcohol means substances, which when taken into the body alter the way the body functions physically and/or psychologically. Prescribed Medication or Drugs means any substance prescribed by a medical practitioner that has specific work related restrictions or instructions associated with its use.
54 YOUR ENTITLEMENTS You are entitled to a safe workplace YOUR ENTITLEMENTS You are entitled to a safe workplace. You are entitled to conduct yourself in your private life as you wish, provided that this does not affect your performance at work. You may be allowed to consume alcohol at certain company events, but you should at no time be drunk or behave in a manner which is inappropriate. YOUR RESPONSIBILITIES You must not attend or perform work while under the influence of drugs or alcohol. Please be aware that drugs or alcohol may remain in your system and impair your behaviour some time after they are taken and the immediate effects have worn off. If you are taking Prescribed Medication or Drugs, you must advise management so that it can be determined whether it is safe for you to work and whether any specific modifications need to be made. You may be required to produce a medical certificate stating you are fit for work or specifying restrictions. When attending functions as part of your work, you must be aware that you are a representative of the Company, act in an appropriate manner, and adhere to the Code of Conduct at all times. If you notice that another employee may be affected by drugs or alcohol, you must immediately notify management so that appropriate action can be taken. You must submit yourself for drug and/or alcohol testing as soon as reasonably practicable after it has been requested of you. PROCEDURE If you are believed to be under the influence of drugs or alcohol at work, you will be required to cease work immediately and sent home. Any resulting time off will be taken either as personal leave or unpaid leave. If you are suspected of being under the influence of drugs or alcohol at work, particularly following any accidents or incidents, you may be required to submit to drug and alcohol testing. The purpose of testing is to determine whether you were impaired by drugs or alcohol at the relevant time. If you are found to be affected by drugs or alcohol at work it will be viewed as serious misconduct which will result in disciplinary proceedings and may result in the termination of your employment without notice. Any breaches of this policy will result in disciplinary action as set out in the Disciplinary Policy.drugs & alcohol
55 disciplineAGENCY is committed to ensuring that a fair and transparent process is undertaken in the event that your conduct or performance is unacceptable. This policy outlines the process which is to be adopted in such circumstance. Nothing within this Policy will prevent the Company from addressing minor issues of conduct or performance in an informal manner.
56 disciplinary YOUR ENTITLEMENTS All full-time, part-time and regular casual employees are subject to this Disciplinary Policy. However, if you have less than 6 month’s continuous service, the Company reserves the right to discipline or dismiss you without first following a disciplinary process as outlined within this policy. All disciplinary proceedings will be conducted fairly, objectively and without undue delay.You will be entitled to have a support person, other than a legal practitioner acting in a professional capacity, present at any formal disciplinary meeting.YOUR RESPONSIBILITIESAt the commencement of a disciplinary process, the Company will consider the appropriateness of suspending you from your employment pending the outcome of an investigation or the disciplinary process. Suspension is not a disciplinary sanction in itself.In the event that the Company does elect to suspend your employment, any period of suspension will be kept to a minimum and you will continue to receive your full entitlements and benefits, including pay, during this period of suspension.During any period of suspension, you should remain at home and be ready to respond to the further instructions of management. While suspended, you should not contact any employee, attend any business premises or access any Systems without the prior approval of management which shall not be unreasonably refused.You are expected to actively participate in any investigation or disciplinary procedure including the prompt attendance at any scheduled meeting. Failure to actively participate in any process without a valid reason will be viewed as misconduct in and of itself and may result in additional disciplinary action and/or a decision being made in your absence.PROCEDUREIf your performance or behaviour is unacceptable, you may be subject to disciplinary action.Disciplinary ProcessAGENCY will appoint a suitably experienced manager to conduct the disciplinary process. Where appropriate, the agency may also engage suitable external consultants and/or advisers to assist with any disciplinary matter.disciplinary
57 disciplinary PROCEDURE (cont’d) It should be noted that the disciplinary process is at all times an internal matter and as such the exact nature and conduct of any disciplinary proceeding is an issue for the determination of the particular manager appointed to undertake the process.The investigating manager’s decision shall be final without any further right of appeal.AGENCY’s disciplinary procedure may, as appropriate, include the following:a preliminary investigation of the alleged conduct or performance;consideration of the appropriateness of suspension during the investigation and/or disciplinary process;a meeting at which time the allegations will be explained to you and an opportunity provided for you to provide a full and detailed response;a further investigation as considered necessary and appropriate in the circumstances for the investigating manager to make a determination upon the matter.Disciplinary OutcomeThe investigating manager will be responsible for making a determination upon the matter, including any resulting disciplinary sanction, which shall being communicated to you in writing.Any disciplinary sanction will depend upon the severity of the misconduct and any mitigating factors.The disciplinary sanction, if any, may take the form of one of the following:a verbal warning;a first or final written warning and a notation on your record of employment which shall remain valid for a defined period of time;suspension, with or without pay, from assigned duties;dismissal with notice;dismissal without notice in response to matters of serious misconduct;disciplinary
58 a final wordThis employee handbook has been prepared to provide an effective reference manual outlining your main rights and entitlements as an employee. We request that you read this handbook and raise any concerns or questions which you may have directly with management. AGENCY reserves the right to vary, alter or withdraw any aspect of this handbook without notice. You will, however, be informed of any significant variations or additions to this handbook.